Supporting Our Research Mission
Updated 3/27 - Update: Federal Grant Termination Procedures and Latest Research News
MESSAGE FROM DoM LEADERSHIP
Dear Colleagues,
As we continue to navigate the latest developments and guidance related to federal actions that may impact our research mission, we want to provide specifics about navigating termination notices that several UCLA faculty have now received, including some in the DoM.
We have received the following guidance from our UCLA Office of Contracts and Grants (OCGA).
If you receive a grant termination/stop work order:
- Stop any research and initialize close out. Note this applies to all aspects of the project, including subcontracts. There may be an option for close out costs to be covered and this will need to be discussed with OCGA on a case-by-case basis. They have a dedicated team working on these terminations.
- Notify OCGA (awards@research.ucla.edu), and Catherine Rujanuruks, director of the DoM Office of Research Administration (crujanuruks@mednet.ucla.edu). Please send them copies of all official notifications of stop work orders or terminations of contract and grant funding.
- If your grant termination letter mentioned that an appeal process is available and you would like to file an appeal, please notify OCGA, your division chief, and the chairs office. OCGA is working with the UC Office of the President to develop language for the appeal and will follow-up once guidance is received.
- In addition to this guidance from OCGA, there are HR implications for individuals in your research groups who were specifically supported by a terminated research award. Staff positions are governed by UC policies and specific protocols exist within the University to manage positions that have lost funding. Please discuss these protocols with your division administrator. The department has provided them with guidance for managing any anticipated transitions in employment resulting from a grant termination and will work with impacted individuals if they need to search for new positions.
For all other investigators continue work on your projects and continue to submit grant proposals, while remaining cognizant of subject areas that might not be supported for funding or review given recent federal actions.
As we move forward, if you receive any communications from a federal sponsoring agency, please, do not complete or sign any certifications, acknowledgements, questionnaires or surveys sent to your attention. Instead, please notify department or division leadership and forward these communications to the OCGA (awards@research.ucla.edu) for coordination with legal and the UC Office of the President. We are here to work with you as you navigate these extremely difficult times.
In the other news, the NIH announced that they will postpone the implementation of the Common Forms for all applications and Research Performance Progress Reports (RPPRs), which was originally scheduled to go into effect on May 25, 2025. While we wait for a new implementation date and updated guide notices, NIH applicants and award recipients must continue using the current NIH biosketch and other support format pages for applications, as well as the Just-in-Time (JIT), and RPPR’s.
The OCGA is seeking clarification from the NIH on whether the postponement applies to the required use of SciENcv and ORCID. They have advised us to assume these requirements are postponed until we receive further information.
In light of the ongoing notifications received from the NIH, the agency has launched a new webpage on the NIH Grants & Funding website to consolidate information about recent and upcoming changes impacting applications and grants administration. Please take a moment to explore the site which includes information about ongoing Federal Register Notices, meetings for scientific review groups/study sections, the resumption of Federal Register Notices for National Advisory Councils/Boards, and the removal of diversity plan submission requirements from applications.
This has been a busy week as we have collected data on our federally funded grant portfolio, including terminated awards and others that could be at risk. With a fuller understanding of the magnitude of potential funding loss, we are developing approaches to manage the loss of direct support to our investigators at the department Level. In the meantime, Dr. Currier is happy to meet with any PI to understand specific concerns that you might have regarding your situation, while we finalize our contingency planning. The status of Facilities and Administrative costs (a.k.a. indirect costs) remain unresolved at present and will require an institutional approach once we know what the final status of those changes, which are still being litigated, will be.
SPIN Funding Database Training
The Office of the Vice Chancellor for Research & Creative Activities is hosting a training on April 9, 2025 for the UCLA community to learn how to use the SPIN funding opportunity database. The database includes over 40,000 programs from more than 10,000 sponsors, covering various funding opportunities such as federal, foundation, and corporate. Database users can create customized funding searches and alerts. Sign up for the training before Tuesday, April 8th by clicking below.
Thank you for your commitment to advancing new knowledge that will improve the health of our communities. This is a time to focus on building resilience as we navigate these turbulent times
Sincerely,
E. Dale Abel, MD, PhD
William S. Adams Distinguished Professor of Medicine
Chair and Executive Medical Director
Department of Medicine
David Geffen School of Medicine at UCLA and UCLA Health
Judith S. Currier, MD
Professor of Medicine
Executive Vice Chair for Research, Department of Medicine
Sue and Michael Steinberg Chair in Global AIDS Research
Gregory A. Brent, MD
Senior Executive Academic Vice Chair
Department of Medicine
Professor of Medicine and Physiology
David Geffen School of Medicine at UCLA
COMMUNICATIONS FROM UC LEADERSHIP
Past Communications About Supporting Our Research Mission
3/21 - Updates on Federal Actions and Our Commitment to Excellence
MESSAGE FROM DoM LEADERSHIP
Dear Colleagues,
Over these past few months, our community has met a series of significant challenges. Most recently, we find ourselves facing proposed federal actions that could impact support for our research mission, as well as concerns related to the California state budget that may impact the University and broader UC system.
In response to these evolving circumstances, we received an announcement earlier this week about measures being taken by the University of California from UC President Michael V. Drake to mitigate financial risk to the University, which include a UC-wide hiring freeze and implementation of cost-saving measures where appropriate. UCLA Health leadership sent a follow up communication describing processes already in place within the health system and school of medicine to manage hiring within UCLA Health and the development of exception processes to ensure that our critical missions including clinical care are not impacted.
We have received questions about these announcements, which will need to be clarified, including potential impact on ongoing faculty and trainee recruitments. Senior leadership in the school and campus are working on clarifying these and other questions that have stemmed from this announcement. We will communicate these to you as soon as we are able.
The second development this week, has been new guidance regarding diversity statements in faculty recruitment and recent guidance from the NIH regarding removal of diversity sections from training grants, and updates to data tables, and the parent T32 NOFO. Although these changes are being implemented to comply with current federal mandates, as a department, we remain committed to fostering an environment that is committed to ensuring that all our members irrespective of background or affiliation are welcome and empowered to thrive and succeed.
As we learn of grants being terminated, we encourage anyone who receives such a notification to share this with UCLA Office of Contract and Grant Administration (awards@research.ucla.edu) and division leadership. In the interim, the department is working with division leadership to collect information on all our existing grants and those that have been submitted to better inform our contingency planning.
Our department has consistently come together to develop solutions that support our people and sustain the important work that we are leading. These plans have been shaped with input from department and division leadership, as well as valuable feedback from many of you. Although we are in a period of uncertainty even as some proposed federal actions proceed through the courts and the state budget is being finalized, we are closely monitoring these developments and will provide updates as soon as learn definitive information. When this information becomes available, we will share specific plans that will be implemented to help mitigate the effects of any changes, once they are finalized.
In the meantime, we remain committed to leading the impactful work that is essential to the communities we serve. We continue to advance our research, provide the highest quality patient care, and educate the future leaders of medicine – many of whom just learned that they have matched into the UCLA Internal Medicine Residency Program.
At this time, it is more important than ever to find strength and support in our community. We understand that the uncertainty can create stress and anxiety. While we wait to learn next steps, we will support efforts to develop venues where faculty, trainees, and staff can come together to reflect and build strength.
We are grateful for your continued dedication, support to each other, and commitment to advancing our missions. Together, we will face these challenges with strength and resiliency and advance our vision to lead in innovation, transform, and advance health for all.
Sincerely,
E. Dale Abel, MD, PhD
William S. Adams Distinguished Professor of Medicine
Chair and Executive Medical Director
Department of Medicine
David Geffen School of Medicine at UCLA and UCLA Health
Judith S. Currier, MD
Professor of Medicine
Executive Vice Chair for Research, Department of Medicine
Sue and Michael Steinberg Chair in Global AIDS Research
Gregory A. Brent, MD
Senior Executive Academic Vice Chair
Department of Medicine
Professor of Medicine and Physiology
David Geffen School of Medicine at UCLA
COMMUNICATIONS FROM UC LEADERSHIP
Week of March 17, 2025
- President Drake’s remarks to the UC Board of Regents – March 19, 2025 (3/19/25)
- UC Board of Regents Chair Janet Reilly’s remarks to the UC Board of Regents – March 19, 2025 (3/19/25)
- A message from UC President Michael V. Drake on the University of California’s financial outlook (3/19/25)
COMMUNICATIONS FROM UC LEADERSHIP
3/14 - Research Update: Supporting our Community Through Uncertainty
MESSAGE FROM DoM LEADERSHIP
Dear Colleagues:
In the UCLA Department of Medicine, we recognize that our success is deeply rooted in the well-being and achievements of our people. Each member of our community has an important role in helping us advance our missions and vision to lead in innovation, transform care, and advance health for all. Although we face uncertainties presented by federal actions, we remain steadfast in our commitment to you. We are monitoring the latest developments regarding federal notices and are advocating on behalf of the critical work you lead, which profoundly impacts lives around the world.
We are grateful for your continued partnership as we navigate these challenges. Many of you have reached out to our department leadership to share how federal actions may or have impacted you, which is essential for us to know as our department plans our next steps. Your ongoing engagement is essential as we wait to learn the final decision about changes to federally funded research grants.
This past week, we have learned that a selection of peer institutions received notices terminating their awards, which has affected subawards allocated to external collaborators including some within the department of medicine. We remind principal investigators that if you receive any communication from a federal sponsoring agency, please, do not complete or sign any certifications, acknowledgements, questionnaires or surveys sent to your attention. Instead, please notify department or division leadership and forward these communications to the UCLA Office of Contract and Grant Administration (awards@research.ucla.edu) for coordination with legal and the UC Office of the President.
We understand the concern that these challenges present to our community members. While we wait for further guidance, we will continue to listen, advocate, and remain engaged with you. Our collective strength will fuel our long-term success despite many challenges we may face.
Sincerely,
E. Dale Abel, MD, PhD
William S. Adams Distinguished Professor of Medicine
Chair and Executive Medical Director
Department of Medicine
David Geffen School of Medicine at UCLA and UCLA Health
Judith S. Currier, MD
Professor of Medicine
Executive Vice Chair for Research, Department of Medicine
Sue and Michael Steinberg Chair in Global AIDS Research
Gregory A. Brent, MD
Senior Executive Academic Vice Chair
Department of Medicine
Professor of Medicine and Physiology
David Geffen School of Medicine at UCLA
COMMUNICATIONS FROM UC LEADERSHIP
Week of March 10, 2025
- Weekly federal update brief (3/13/25)
COMMUNICATIONS FROM UC LEADERSHIP
3/7 - Research Update: Federal Judge Issues Preliminary Injunction on F&A Cap & Survey About Foreign Research Activity
MESSAGE FROM DoM LEADERSHIP
Dear Colleagues,
We are committed to keeping you informed about the latest news regarding federal actions which may impact our department’s research mission. As we navigate these uncertain times, it is critical to stay updated on the key issues that may influence our research activities and to remain proactive in planning for potential challenges.
Yesterday, we learned that a federal judge in Massachusetts issued a preliminary injunction blocking the federal governments proposed 15% cap on facilities and administrative (F&A) costs paid through awards from the National Institutes of Health (NIH). Facilities and administrative costs, also known as indirect costs, are critical in supporting the infrastructure need to support our research activities. We will continue to monitor these developments closely as the judge continues to hear arguments in three lawsuits filed by 22 states challenging this federal action before making a final decision.
This week, we also learned that a few faculty are receiving communications from federal agencies that include a survey about foreign research activity. There have been instances in which faculty who do not have a foreign component in their research mistakenly received the survey. We are also aware of grants being terminated in certain areas at other institutions. If you receive the survey asking about foreign research activity, or any federal notice such as a stop-work order, suspension, or termination notice, please contact department leadership and the UCLA Office of Contract and Grant Administration (awards@research.ucla.edu) for further guidance. In the meantime, all grants that are being submitted to the NIH on behalf of UCLA, continue to include the current negotiated F& A rate in the budgets.
We recognize that the uncertainty presented by these executive orders are extremely concerning. Our department leadership continues to work with campus, UCLA Health, and the UC Office of the President to advocate on behalf of our research mission. We greatly value and find strength in the solidarity of our community during these challenging times. We encourage you to remain informed and stay connected with us as we navigate the circumstances and plan our next steps.
Sincerely,
E. Dale Abel, MD, PhD
William S. Adams Distinguished Professor of Medicine
Chair and Executive Medical Director
Department of Medicine
David Geffen School of Medicine at UCLA and UCLA Health
Judith S. Currier, MD
Professor of Medicine
Executive Vice Chair for Research, Department of Medicine
Sue and Michael Steinberg Chair in Global AIDS Research
Gregory A. Brent, MD
Senior Executive Academic Vice Chair
Department of Medicine
Professor of Medicine and Physiology
David Geffen School of Medicine at UCLA
COMMUNICATIONS FROM UC LEADERSHIP
Week of March 3, 2025
- Weekly federal update brief (3/6/25)
COMMUNICATIONS FROM UC LEADERSHIP
2/28 - Updates to NIH Study Sections, Global Health Funding, and UCLA Graduate Admissions Review
MESSAGE FROM DoM LEADERSHIP
Dear Colleagues,
We continue to closely track the latest developments that affect federally funded research. This week, the National Institutes of Health (NIH) partially lifted the freeze on study sections. Study sections are responsible for reviewing the thousands of grant submissions submitted to the NIH for funding consideration. As a result, 50 study sections will be permitted to resume the first phase of grant review for approximately 16,000 submissions once the NIH submits notices to the Office of the Federal Register.
Unfortunately, many study sections remain on hold or cancelled, and our department is working with each division to identify grants that have been delayed or impacted by recent executive orders. The data will help inform our contingency planning aimed at supporting our research colleagues, staff and the critical work we are leading.
We have already learned of funding cuts to USAID programs led by DoM faculty which provided vaccines, medications, and healthcare to people around the globe. While this is a disheartening setback, our department remains committed to seeking solutions to global health challenges. We are confident in our resilience and in our ability to adapt so we can continue making a difference globally.
While we navigate these challenges in global health, the University is taking a proactive approach to sustaining our local academic community. UCLA is currently reviewing graduate admissions to ensure that we can continue to provide long-term financial support to the incoming class of graduate students. Admissions decisions are currently on hold as the UCLA Division of Graduate Education and Academic Planning and Budget meets with each department to analyze funding sources and provide guidance on designing a sustainable plan. We anticipate that the graduate admissions review process will be completed soon.
As we wait for further guidance, please be assured that our department, the University, and UC system will continue to advocate for you, your team and your research. We remain focused on recent federal actions and are actively urging Congress to prioritize critical federal research funding in their upcoming budget resolution. Our advocacy efforts will not waver. We all recognize the profound impact your work has on the lives of millions of people.
We urge you to remain engaged with your colleagues and department leadership during this challenging time. We will continue to persevere in our mission to lead in innovation, transform care, and advance health for all.
Sincerely,
E. Dale Abel, MD, PhD
William S. Adams Distinguished Professor of Medicine
Chair and Executive Medical Director
Department of Medicine
David Geffen School of Medicine at UCLA and UCLA Health
Judith S. Currier, MD
Professor of Medicine
Executive Vice Chair for Research, Department of Medicine
Sue and Michael Steinberg Chair in Global AIDS Research
Gregory A. Brent, MD
Senior Executive Academic Vice Chair
Department of Medicine
Professor of Medicine and Physiology
David Geffen School of Medicine at UCLA
COMMUNICATIONS FROM UC LEADERSHIP
Week of February 24, 2025
- Weekly federal update brief (2/28/25)
COMMUNICATIONS FROM UC LEADERSHIP
2/21 - Update on Federal Policy Impacting Our Research Mission
MESSAGE FROM DoM LEADERSHIP
Dear colleagues,
We continue to monitor the latest developments related to federal policy that may impact our department’s research mission. Earlier today, a federal judge extended the temporary restraining order that seeks to prevent the federal government from lowering the Facilities and Administrative (F&A) cost rate to 15% for federally funded projects. Although heartened by the latest development, we remain cautious as we await a final decision regarding the proposed changes.
During these uncertain times, we would like to emphasize our commitment to our research faculty, staff, and our research mission. Our research operations continue as planned and we will make every effort to minimize disruption to the critical work that you are leading.
To support the research community in navigating this situation, UCLA’s Office of Contract and Grant Administration (OCGA) hosted a Research Administration Forum on February 13, 2025 to review current guidance for federal proposal submissions, active awards, and stop-work orders. The forum provided valuable information to help us maintain compliance for current federally funded projects with recommendations that included:
- The NIH requires that principal investigators submit RPPRs on time to issue a notice of award. Failure to do so is a material compliance failure which may be interpreted as a lack of interest in receiving federal support for the budget period.
- Federal proposals should continue to apply the F&A cost rate and base from UCLA’s negotiated federal rate agreement.
- For active NIH awards, work should continue. It is critical that you closely monitor your budget to avoid overspending and underspending.
- Institutions are authorized to approve first time NIH No Cost Extensions (NCE), and it is strongly recommended that you submit required documentation early to federal sponsors.
- Please continue to submit required reports and deliverables by required deadlines as compliance is strictly enforced.
- Please note that some NIH grants now restrict funding for diversity related initiatives.
- If you receive a work-stop order, suspension, or termination notice, please submit to awards@research.ucla.edu immediately for guidance.
These are just a few of the points discussed at the Research Administration Forum. Additional information presented at the forum is available HERE. We encourage you to review OCGA’s full recommendations, which can also be viewed in this slide deck.
As we move forward, rest assured that leaders from the UC system and the UC Office of the President continue to partner with the California Attorney General’s Office to address executive actions and advocate on behalf of the University and our missions. We are also working closely with lawmakers, advocacy groups, and community partners to protect our research programs and committed funding for public health. Executive Vice President of UC Health Dr. David Rubin shared a message to the UC Health community discussing the current situation, the advocacy efforts being led at the state level, and acknowledged the tremendous leadership demonstrated by our colleagues during these challenging times. You may read the message HERE.
We urge you to continue to stay informed about the latest updates by visiting the UC and UCLA websites below which contain notifications from leadership, as well as resources to help us during this challenging time. Please continue to stay connected with department leadership and your colleagues as we work together to protect the integrity of our research mission and impactful work research being led across our department. We are committed to listening to any concerns that you may have. Our department is a strong, resilient and vibrant community and more than ever we are doubling down on our strategic goals to lead in innovation, transform care and advance health for all.
Sincerely,
E. Dale Abel, MD, PhD
William S. Adams Distinguished Professor of Medicine
Chair and Executive Medical Director
Department of Medicine
David Geffen School of Medicine at UCLA and UCLA Health
Judith S. Currier, MD
Professor of Medicine
Executive Vice Chair for Research, Department of Medicine
Sue and Michael Steinberg Chair in Global AIDS Research
Gregory A. Brent, MD
Senior Executive Academic Vice Chair
Department of Medicine
Professor of Medicine and Physiology
David Geffen School of Medicine at UCLA
COMMUNICATIONS FROM UC LEADERSHIP
Week of February 17, 2025
- Weekly federal update brief (2/20/25)
- A video message to the UC community from UC President Michael V. Drake, M.D. (2/20/25)
- ORA Newsletter: Updates to Federally Sponsored Projects (2/20/25)
COMMUNICATIONS FROM UC LEADERSHIP
2/14 - Supporting Our Research Mission
MESSAGE FROM DoM LEADERSHIP
Dear colleagues,
2025 has challenged us in new and unexpected ways. As you are likely aware, several federal notices have been issued regarding changes to funding guidelines for grants awarded by the National Institutes of Health. These proposed changes have the potential to significantly impact research efforts in the department of medicine. While the news is unsettling, we want to assure you that our department is fully dedicated to supporting research faculty and staff, and safeguarding the important work being led through our research mission.
The situation remains fluid and while we wait for clarity on the full impact of these federal notices, our department leadership is actively exploring how we can minimize disruption to our research activities if the proposed changes are implemented. We may not know which of these changes may ultimately be enacted or their effects for some time since they are facing legal challenges. As of now, the University is continuing all research activity and grant submissions as usual. When we have concrete information, we will share those updates with you through our department communications. We will also gather and share any relevant messages from UC Office of the President and UCLA leaders to help you stay informed about the latest response. The University of California federal relations group has developed online resources, summarized at the end of this communication, that are regularly updated. We recommend checking these sites as well for updated information.
We understand that these rapidly announced directives have caused worry among our community members, and we share your concerns. We would like to emphasize that our commitment to our research mission and the success of our people is unwavering. Despite the challenges, our community is resilient and united. Our department leadership is here to listen to your concerns and will work to identify solutions that help our community prosper.
As scientists and physicians we have all faced challenges that have tested our resolve. That includes years of setbacks and failed experiments. Yet we persist because we understand the importance of the work we lead and its potential to impact the lives of people around the world. The current events are another instance in which we must tap into that spirit of perseverance and determination, and work together to continue to lead in innovation, transform care, and advance health for all.
Sincerely,
E. Dale Abel, MD, PhD
William S. Adams Distinguished Professor of Medicine
Chair and Executive Medical Director
Department of Medicine
David Geffen School of Medicine at UCLA and UCLA Health
Judith S. Currier, MD
Professor of Medicine
Executive Vice Chair for Research, Department of Medicine
Sue and Michael Steinberg Chair in Global AIDS Research
Gregory A. Brent, MD
Senior Executive Academic Vice Chair
Department of Medicine
Professor of Medicine and Physiology
David Geffen School of Medicine at UCLA
*Sent on February 14, 2025 at 2:00 pm. For the latest updates, please visit the links in the helpful resources section below
COMMUNICATIONS FROM UC LEADERSHIP
Week of February 10, 2025
- Message from UC System Provost and Executive Vice President for Academic Affairs Katherine Newman (2/13/25)
- Message on behalf of System Provost and Executive Vice President for Academic Affairs Katherine Newman (2/12/25)
- UC supports legal action against misguided plan to cut vital NIH research funds(2/10/25)
- NIH Notice Regarding Facilities and Administrative (F&A) Costs (2/10/25)
- Message from UC System Provost and Executive Vice President for Academic Affairs Katherine Newman (2/10/25)
COMMUNICATIONS FROM UC LEADERSHIP
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